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Guidelines for Developing Some Common Types of Academic Program Agreements

These guidelines complement the University’s Policy on Executing University Contracts and its Policy on Academic Approval and Signatory Authority for Academic Program Agreements. Any academic program agreement, including those not discussed in detail below, is a contract and therefore is governed by both policies. Readers should consult these policies in addition to relying on the guidelines provided below. Any questions regarding the classification of a particular agreement and the appropriate procedures should be directed to the Office of the University Comptroller.

General Memoranda of Understanding Related to Academic Activities

What Are They?

General Memoranda of Understanding are typically initial statements of a willingness to collaborate in one or more academic activities, but without binding obligations upon either institution other than a commitment to working collegially in furtherance of the stated objectives of the Memorandum. General MOU’s may stipulate that specific collaborative activities will require subsequent agreements, all of which must follow the appropriate procedures, as outlined below.

Who Signs?

The president may choose to sign, otherwise General MOU’s will be signed by the executive vice president and provost and the comptroller.

Who Coordinates Review?

The Comptroller’s Office ensures that all additional reviews have been completed prior to submission to the president or executive vice president and provost/comptroller. Additional reviews may be required from the International Studies Office, Provost’s Office, President’s Office, Risk Management, General Counsel, or others as determined by the Comptroller’s Office.

Additional Documentation Required?

The dean of each affected school provides a letter of support/approval. If the dean has been personally involved in developing the relationship with the partner institution, the dean may also sign the MOU, in which case a letter of support is not required.

What Happens First?

Any individual or department who either has an interest in developing a general MOU with another institution, or who is approached by another institution expressing such an interest, should notify their Dean’s Office immediately. The Dean’s Office will alert the Comptroller’s Office.

Student Exchange Agreements

What Are They?

Student exchange agreements make it possible for UVA students to study at another institution of higher education while also permitting students from that institution to study at UVa. Under Virginia law, exchange programs must provide for an equal exchange of students over a three-year period.

Who Signs?

The executive vice president and provost and the comptroller.

Who Coordinates Review?

The Comptroller’s Office and the International Studies Office ensure that all additional reviews have been completed prior to submission to the president or executive vice president and provost/comptroller. Additional reviews may be required from the Provost’s Office, President’s Office, Office of the Vice President for Research, Risk Management, General Counsel, or others as determined by the Comptroller’s Office.

Additional Documentation Required?

The dean of each affected school provides a letter of support/approval. If the dean has been personally involved in developing the relationship with the partner institution, the dean may also sign the exchange agreement, in which case a letter of support is not required. If the student exchange program is with an institution outside the United States, the vice provost of international affairs also provides a letter of support. Letters of support should be addressed to the executive vice president and provost and must be included with the approved agreement when it is submitted to the Provost’s Office for signature.

What Happens First?

Any individual or department who either has an interest in developing a student exchange agreement with another institution, or who is approached by another institution expressing such an interest, should notify their Dean’s Office immediately. The Dean’s Office will contact the International Studies Office and the Comptroller’s Office.

Study Abroad Agreements

What Are They?

Study abroad agreements include any agreements pertaining to University programs conducted in a foreign country, or to University students attending a program in a foreign country administered by a third party. Examples include any agreements whereby the University is contracting with a third party to provide program services abroad for University students, and any agreements which permit students from other United States schools to attend a UVA study abroad program.

Who Signs?

The executive vice president and provost and the comptroller.

Who Coordinates Review?

The Comptroller’s Office and the International Studies Office ensure that all additional reviews have been completed prior to submission to the president or executive vice president and provost/comptroller. Additional reviews may be required from the Provost’s Office, President’s Office, Risk Management, General Counsel, or others as determined by the Comptroller’s Office.

Additional Documentation Required?

The dean of each affected school provides a letter of support/approval. If the dean has been personally involved in developing the relationship with the partner institution, the dean may also sign the study abroad agreement, in which case a letter of support is not required. The vice provost of international affairs also provides a letter of support. Letters of support should be addressed to the executive vice president and provost and must be included with the approved agreement when it is submitted to the Provost’s Office for signature.

What Happens First?

Any individual or department who either has an interest in developing a study abroad agreement with another institution, or who is approached by another institution expressing such an interest, should notify their Dean’s Office immediately. The Dean’s Office will contact the International Studies Office and the Comptroller’s Office.

Research Activity Agreements

What Are They?

Research activity agreements provide for the possibility of collaborative research activities between UVA and one or more other institutions or organizations. If such research collaborations are approved as part of normal sponsored programs activities (overseen by the Office of Sponsored Programs), they do not require an additional research activity agreement.

Who Signs?

The vice president for research and the assistant vice president for research administration.

Who Coordinates Review?

The Office of Sponsored Programs ensures that all additional reviews have been completed prior to submission to the vice president for research and the assistant vice president for research administration. Additional reviews may be required from the Provost’s Office, President’s Office, Comptroller’s Office, Risk Management, General Counsel, the International Studies Office, or others as determined by the Office of Sponsored Programs.

Additional Documentation Required?

The dean of each affected school provides a letter of support/approval. If the dean has been personally involved in developing the relationship with the partner institution, the dean may also sign the research activity agreement, in which case a letter of support is not required. Letters of support should be addressed to the vice president for research and must be included with the approved agreement when it is submitted to the vice president for signature.

What Happens First?

Any individual or department who either has an interest in developing a research activity agreement with another institution, or who is approached by another institution expressing such an interest, should notify their Dean’s Office immediately. The Dean’s Office will alert the Office of Sponsored Programs.